1. What is ContractBuddy?

ContractBuddy is Upside Software’s true alternative to traditional installed Contract Lifecycle Management (CLM) software. It is a feature-rich, scalable, OnDemand solution that allows organizations of any size, in any industry to manage their contracts affordably and effectively. ContractBuddy is delivered as a service over the Internet, so organizations do not have to buy any software or hardware and pay a small monthly fee for the functionality and usage that they require. ContractBuddy can be securely accessed anytime, anywhere over the Internet through a standard web browser (i.e., Internet Explorer) providing unparalleled flexibility and efficiency. Users can collaboratively create, negotiate, review, and award contracts of all types, and easily manage and search for contracts and related information stored in a central repository – all for a low monthly per-user fee.

2. Will ContractBuddy improve visibility into our contracts?

In most organizations contracts are still stored in filing cabinets or on individual PCs making it difficult for employees not only to find contracts, but more importantly, often making it impossible to monitor and manage compliance, access rebates, and analyze performance. ContractBuddy improves visibility into all types of contracts (e.g., supplier, customer, intellectual property, non disclosures, employment agreements, leasing agreements, etc.) by providing a central contract repository that Users can search – by stakeholder, commodities, specific term or attribute, and much more. Having visibility into contracts allows an organization to better understand its finances, identify opportunities for savings, and uncover contractual risk which ultimately fosters greater collaboration with internal and external stakeholders throughout the contract management process.

3. Will ContractBuddy help standardize contract procedures company-wide?

If your organization is like most others, you’re probably managing contracts in a fragmented or ad hoc manner, using labor intensive processes. ContractBuddy includes a powerful workflow engine that allows for virtually any type of business rule to be incorporated – and automated – into your organization’s business processes for review, approval, and notification of important contract-related events / activities. This auditable approach ensures that corporately defined contract procedures for creation, execution, and management of contracts are adhered to across the organization.

4. Does ContractBuddy allow for easy contract creation using templates and standard terms and conditions?

Definitely! Template-based contract creation ensures required terms and conditions are included while still allowing the creator to refine the contract to meet specific needs. Version control and tracking allows others to see changes versus the original template. ContractBuddy’s ability to create pre-approved contract templates that contain standard language ensures all subsequent agreements comply with company and regulatory policies which minimizes risk.

5. Does ContractBuddy provide a central repository for our contracts?

Yes. The key to any successful contract management strategy is establishing a central repository for all contracts. ContractBuddy’s central contract repository includes robust search capabilities, allowing Users to conduct even the most granular searches. Users can search contract information by stakeholder, category, business unit, geography, etc. – even individual contract attributes, terms and clauses (including auto-renewals, volume price breaks, etc.).

6. Will ContractBuddy help monitor and manage contract compliance?

Absolutely! The optional compliance monitoring function in ContractBuddy establishes compliance items / terms for specific aspects of the contract. Notifications can be sent to the Contract Manager to ensure that the validation of the compliance item must be received by the vendor at certain points in time during the life of the contract.

7. Will ContractBuddy improve our ability to analyze contract performance and risk?

Yes. Optional analytical tools – including online analytical processing (OLAP) – are available to assist in contract performance and risk management. Performance monitoring and analytical tools can be used to track stakeholder data and statistics to help organizations evaluate contract performance, assess risk and optimize contract usage. This data can be used to report on a single stakeholder’s performance or the data can be aggregated to assist in making strategic sourcing decisions as well as increasing revenues.

8. What is OnDemand (commonly referred to as Software as a Service)?

OnDemand solutions are software applications that are delivered securely to users as a service over the Internet – typically with flexible, lower cost, subscription based payment options. Traditional installed software runs in separate instances of the application at each customer site – on their own servers, usually behind a firewall. Each customer is responsible for maintaining the infrastructure that the software operates in and decides which version of the software they will use and what their upgrade path will be based on the release schedule of the software vendor. OnDemand software, on the other hand, is delivered as a service (commonly referred to as Software as a Service) over the Internet. The software is securely hosted by the software vendor (or a reliable third-party hosting service). Options are available to utilize Upside Sotware’s ASP (Application Service Provider) offering which is a multi tenant facility whereby customers utilize the application in one environment, however, each customer’s data is separate and secure. As well, other options include a separate environment for each customer, giving them the ability to have software and hardware dedicated for them but they don’t need to manage it or even own it.

9. What is the benefit of the OnDemand model over buying and installing software?

There are several advantages that the OnDemand model provides. Here are just a few: The initial capital investment typically associated with enterprise-level applications is not required – there are also no installation costs and no support costs. The software vendor manages and maintains the hardware and application software, allowing you to concentrate on your core business – not the technology. Automatic software enhancements and upgrades to the latest version are free and available instantly, keeping you ahead of the technology curve. OnDemand provides a high level of data security and environmental security – often greater than what an organization may have within their current infrastructure. Users can access ContractBuddy anytime, anywhere with just a standard web browser (i.e., Internet Explorer) and an Internet connection. Implementation time for an OnDemand solution is typically much shorter than for other models where the application is installed within the customer’s environment.

10. What are the minimum client requirements for ContractBuddy?

ContractBuddy was developed with Microsoft Internet Explorer versions 5.5 and higher in mind. As such, it is recommended that the client PC operating system is capable of running this version of Internet Explorer or higher. In addition, the client PC will require access to the Internet and software to view RTF (rich text format; e.g., Microsoft Word) and / or PDF (portable document format; e.g., Adobe Acrobat Reader) documents.

11. Is installation included as part of the monthly per-user fee?

With ContractBuddy there’s no software to install – nothing! Once you’ve registered online and your Users are set up, all they need is a standard web browser (Internet Explorer) and access to the Internet to start managing contracts more effectively.

12. Do you offer training for ContractBuddy?

ContractBuddy includes a helpful online User Manual to guide you through the application. Should you require additional training, Upside Software can arrange for web-based or on-site (instructor led) training as required at current training rates. Please call us to find out more about Upside Software’s training options.

13. What support do you offer for ContractBuddy? Is this included as part of the monthly per-user fee?

As part of the base monthly per-user fee, your organization is entitled to 10 email inquiries per year to our highly skilled Customer Support team. Beyond that, additional fees will apply on a per e-mail / telephone call basis. Other support models are also available.

14. How is data kept secure and protected from unauthorized Users?

Data security is a key priority with ContractBuddy. All of the data transmitted is secured using 128-bit SSL encryption and this data is securely stored through the use of firewalls protecting servers from unauthorized entry.

15. How often is data backed up?

Backups of the database are conducted off-site every night thereby preventing complete data loss.

16. Where are your servers located?

Our servers are kept off-site in an environmentally controlled and secure location with 24 hour security, access and support, environmental management (including temperature controls and fire suppression), Uninterruptible Power Supply (UPS), and backup power. These measures are often greater than what an organization may have within their current infrastructure.

17. Is “uptime” guaranteed?

Our system performance tools constantly monitor and help determine any potential problems ensuring proper capacities and performance standards are maintained at all times. Upside Software strives for 99% system availability for all customers.

18. What disaster recovery plans are in place in case of fire, power loss, or other catastrophic events that may affect operations?

Our hosting partner who stores all the hardware and data has robust disaster recovery plans in place and has offsite backups as well as secure facilities with alternative power sources.

19. When the two-week free trial period expires, how do we become a paying customer? Can we keep the data entered during the free trial period?

You will be notified via e-mail when your two-week free trial period is about to expire. The e-mail will provide you with a link to register and become a paid User of the software. The data will be retained for 30 days following the expiry of the free trial. After that period (30 days), if the User does not become a paid User, then all data pertaining to that User is permanently purged.

20. We’re growing! How do we add additional Users to ContractBuddy?

New Users can be added to ContractBuddy at any time for an additional per-user fee. Just visit the online forms area on the ContractBuddy web site, select the number of new Users you need added along with their User Information and we’ll update your company’s profile. Once this is complete, we’ll notify you via e-mail that the new Users have been added. We make every effort to process requests within two business days.

21. We need more power! How do we add functionality to ContractBuddy?

Depending on your organization’s contract management needs, ContractBuddy is offered in a standard version with extensive functionality. However, different companies have different requirements. That’s why ContractBuddy’s flexible and scalable solution allows organizations to add the functionality they want, when they want it. Optional bundles are available at an additional per-user fee including, but not limited to, Performance & Compliance Management, Ad-hoc Reporting, MS Word Import & Export, and User Defined Fields. To get more power out of ContractBuddy, just visit the online forms area on the ContractBuddy web site, select the desired functionality and we’ll update your company’s profile to include the new functionality you’ve selected. Once this is complete, we’ll notify you via e-mail that you’re ready to go (we make every effort to handle these requests within two business days). If the functionality you seek is not available with ContractBuddy, perhaps our other world-class solutions, UpsideContract and UpsideContract-LITE, can fill your needs. ContractBuddy is easily upgradeable to these solutions.

22. What options are available for integration with other financial systems, ERP, CRM, legacy systems, etc?

Upside Software has extensive experience in integrating to back-end systems like ERP (Enterprise Resource Planning – e.g. SAP, PeopleSoft, Oracle, etc.), CRM (Customer Relationship Management – e.g. Siebel, Pivotal, etc.) and other financial and legacy systems. Integration services are offered at additional costs.

23. Can we upgrade to UpsideContract or UpsideContract-LITE in the future – quickly and easily?

Definitely! Should you find that your organization has outgrown ContractBuddy or you require additional functionality not available with ContractBuddy, our professional Implementation team will work with you to ensure a smooth transition to UpsideContract or UpsideContract-LITE, which will be installed within your infrastructure (behind the firewall) or at a hosting partner of your choice.

24. How do we terminate the agreement (and get our data back)? Are there penalties for early termination?

Termination is easy and convenient. Simply send us an email and we will de-activate your User ID(s) and ensure you do not get billed for the next month. No refunds will be issued for pro-rated use. Organizations can request a dump of their data, which is provided in a standard format that we utilize for an approximate cost of $5,000 (one time extract of all data in the system in a prescribed format). If you do not want the data back, it will be purged (permanent) after 30 days of access termination.

25. Who is Upside Software?

Global Leader: Upside Software is the worldwide leader in Contract Lifecycle Management (CLM) solutions. Customers around the globe use Upside Software’s suite of products to confidently perform Contract Management, Sourcing & Procurement, and Invoice & Billing management activities throughout their organizations. For All Organizations: Upside Software’s products address the needs of Enterprise (e.g. Fortune 1000, Global 2000), Public sector and Small & Medium Enterprise (SME) customers. Customers realize significant cost savings while improving customer and supplier relationships. Upside Software’s solutions are deployed in as little as 3 days and typically provide a full return-on-investment (ROI) in well under a year. Profitable and Financially Sound: Founded in 2000, Upside Software is a profitable, rapidly growing software company with an advanced, yet mature, and comprehensive product suite. The company has extensive experience delivering real value to customers of every size and in most industry verticals.